ANTE User Manual

For Liquidation

Petty cash liquidation is how a holder accounts for an expense they paid out of their petty cash fund. Each liquidation covers a single receipt, and an approver reviews it before the amount is deducted from the holder's balance.

Overview

Open this screen from the sidebar: Treasury → Petty Cash → For Liquidation.

The page lists every liquidation request as a table. Each request is one expense backed by one receipt. A request stays Pending until an approver either approves it (the amount is deducted from the holder's petty cash balance) or rejects it (with a reason).

Page Layout

  • New Liquidation button (top right) — opens the create form
  • Search — search the list by First Name or Last Name of the requester
  • Liquidations table — paginated list of requests, sorted by most recently requested first

Table Columns

ColumnDescription
(Avatar)Profile photo of the person who submitted the request
First NameRequester's first name
Last NameRequester's last name
AmountTotal amount of the expense
CategoryExpense category (if entered)
StatusPending, Approved, or Rejected
RequestedDate the request was submitted

Click any row to open that liquidation's detail page.

Liquidation Status

There are exactly three statuses:

StatusMeaning
PendingSubmitted and waiting for an approver
ApprovedApproved — the amount has been deducted from the holder's petty cash balance
RejectedReturned with a reason; not deducted

Common Tasks

Submitting a Liquidation Request

You must have an active petty cash holder assignment to submit a request. If you do not, the create page shows "No Active Petty Cash" instead of the form.

  1. Click New Liquidation.
  2. The form shows your Petty Cash Holder card at the top with your name and your Available Balance.
  3. Receipt Attachment (required) — click the picker to choose a receipt from the Media Library. You can swap or remove the selected file.
  4. (Optional) If the attachment is an image, click Analyze with AI to auto-extract the receipt details (see below).
  5. Fill in the Receipt Information:
    • Amount (required) — must be greater than 0 and cannot exceed your available balance.
    • Expense Category (optional) — e.g. Office Supplies, Transportation.
    • Receipt Number (optional).
    • Receipt Date (optional).
  6. (Optional) Tax Information:
    • VAT Amount
    • Withholding Tax Amount
  7. (Optional) Vendor Information:
    • Vendor Name
    • Vendor TIN
    • Vendor Address
  8. (Optional) Details:
    • Business Purpose
    • Description
  9. Click Submit Request.

The request is created in Pending status and you are returned to the liquidation list.

📌 Only Receipt Attachment and Amount are required. Everything else is optional.

Using AI Receipt Analysis

When your attached receipt is an image, an Analyze with AI button appears.

  1. Click Analyze with AI.
  2. The system reads the receipt and opens a dialog showing the extracted fields (amount, receipt number, receipt date, vendor name/address/TIN, expense category, VAT, withholding tax) with a confidence level (High / Medium / Low) for each.
  3. Review the extracted values, then click Apply to fill the form fields automatically.
  4. An "AI Applied" badge with the overall confidence percentage appears. You can still edit any field before submitting.

💡 AI analysis only works on image files. PDFs and other documents must be filled in manually.

Reviewing a Request (Approvers)

Open a request from the list. The detail page shows the receipt, tax, vendor, and request information, plus a link to the attached receipt file.

Approve and Reject buttons appear only when:

  • The request is still Pending, and
  • You are not the person who submitted it.

To approve:

  1. Click Approve.
  2. Confirm in the dialog. Approving deducts the amount from the holder's petty cash balance.

To reject:

  1. Click Reject.
  2. Enter a reason (required).
  3. Click Reject to confirm. The request is marked Rejected and the reason is shown on the detail page.

Detail Page Information

The detail page groups the request's data into sections:

  • Overview — requester, holder, status badge, and amount.
  • Receipt Information — receipt number, receipt date, amount, expense category.
  • Tax Information — VAT, withholding tax, and the computed net amount (shown only when a tax value is present).
  • Vendor Information — vendor name, TIN, and address (shown only when provided).
  • Additional Details — business purpose and description (shown only when provided).
  • Receipt Attachment — a link to open the receipt file in a new tab.
  • Request Information — requested by, requested date, approver (Approved By / Rejected By), and the reject reason if rejected.

💡 Note: A liquidation covers one receipt at a time. Attach the receipt and enter the amount, then an approver reviews it before the balance is deducted.

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Reimbursements